Administrative Assistant, Cancer Center (Full-Time)

Administrative Assistant, Cancer Center (Full-Time) Posting Number req26636 Department Cancer Center Division Department Website Link https://cancercenter.arizona.edu/ Location Tucson Campus Address Tucson, AZ USA Position Highlights

The University of Arizona Cancer Center (UACC) seeks an Administrative Assistant to provide comprehensive administrative support to the Assistant Director of Administration. This position is responsible for document preparation, scheduling meetings and events, arranging and reconciling travel, updating the website, keeping records, managing supply inventory, and entering data. This position requires a high degree of professionalism, discretion, initiative, organization, accuracy, attention to detail, judgment, and the ability to set priorities and handle multiple projects with limited supervision.

Visa sponsorship is not available for this positions.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more! The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Provides high-level executive support to the Assistant and Associate Director of Administration, including support of executive-level leadership meetings.

• Takes and transcribes minutes of meetings.
• Maintains recordkeeping for grant reporting.
• Schedules and coordinates appointments and meetings.
• Provides support to the Administration office and unit leaders including the Assistant Directors of Administration, Communications and Finance.
• Serves as the point of contact for concerns and queries related to the administrative unit.
• Provides assistance and customer service as needed.
• Manages the AD Administration calendar and travel, including reconciliation.

Manage office operations and logistics.

• Purchases supplies and reconciles P-card transactions.
• Orders computer equipment, submits IT tickets, and manages A/V requests.
• Manages the office calendar, time off requests, and serve as a time approver as needed.
• Schedules trainings and assist with preparing training materials and developing PowerPoint presentations.

Maintain and organize office records and systems.

• Perform administrative tasks by researching systems, operations, and procedures.
• Participate in the development of standard operating procedures (SOPs).
• Maintain and update spreadsheets and databases.
• Assist with the management of the cancer center listserv.
• Upload data into various UACC systems.
• Assists with financial processes, including entering financial payment requests in UAccess Financials
• Monitor, review, and approve standard expenditures to ensure the activities of the office are conducted within established budgets.

Assist with special projects as needed.

• Manage data for special projects, team meetings, and shared resource meetings.
• Schedule meetings, reserve meeting rooms, and establish virtual meeting connections.
• Prepare and facilitate cancer center events, retreats and symposia.

Knowledge, Skills, and Abilities:

• Advanced knowledge of Microsoft Office Suite.
• Knowledge of administrative principles and practices.
• Skill in planning, analyzing and coordinating activities and establishing priorities.
• Ability to work independently and maintain confidentiality. 
• Ability to problem solve and make decisions.
• Ability to handle stressful situations.
• Ability to work efficiently in a fast-pace work environment.
• Ability to effectively communicate.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• High school diploma or equivalent, or equivalent learning attained through experience required.
• Minimum of 5 years of relevant experience, or equivalent